Merchants Registration Package
Welcome to Southern Crusades XVIII! The Southern Crusades Event Stewards are working toward
having the most successful event yet. Part of that success involves you, the merchant. You help provide
atmosphere, entertainment, and needed supplies to the attendees. We have included all the forms you will
need to pay for troll, register your booth, and pay for advertising in the gate book in one package. When
you’re done, you send all the forms and your payment to one place. Any comments you may have on the
registration process would be greatly appreciated; we are always trying to make next year a little better.
This year we will be at the Western Heritage Arena in Marana, AZ. We expect that there will be
challenges and issues to overcome. If you need questions answered or problems resolved, don’t hesitate to
contact us.
In Service to the Dream,
Banntheign Aurora de Ivory O.L
(MKA Dawn Perry-Hardin)
Merchant Steward, Southern Crusades XVIII
[email protected]
(602) 486-1753
Instructions for Merchant Registration Package
Step One: Site Admission
 Fill out one Site Admission Form (2.1) for each person attending the event, including yourself. This
includes all family, children, employees, etc. If you are old enough to walk, you need to fill out a form.
Step Two: Merchant Registration
 Sign and date the Merchant’s Agreement Form (1.1). One form for each business, even if you are
sharing booth space with another business.
 Fill out the Merchant Registration Form (2.2). One form for each business, even if you are sharing
booth space with another business.
 Make one copy of your AZ business license. This is to confirm that you are legally allowed to run a
business in the state. We keep this copy in our records as a courtesy to you, just in case there should be
an issue at the site.
 If you want to pay for booth fees with donations from your sales goods rather than cash, please fill out
the Alternate Payment for Stall Slot Form (2.3).
Step Three: Advertising
 Each merchant will be listed (name and very brief description only) for free in the Gate Book on the
Attending Merchants page (if your packet is received before 10 Oct 2016) and on the Southern
Crusades website. There is a hard deadline of 10 Oct 2016 for Gate Book ads, due to the lead time for
publishing the event Gate Book.
 Fill out the Advertising Purchase Form (3.1) for each business wishing to purchase additional
advertising. NEW! Merchants who buy an ad will also have that ad posted on the Southern Crusades web
page at no additional charge!
 Email the ad in electronic format directly to aurorascreations@cox,net once you’re notified that your
packet has been received.
Step Four: Payment
 Fill out the Merchant’s Payment Checklist (4.1). This will tally out all the fees for the event. You may
make out one check or money order to pay for all the fees. We prefer that you pay your site fee along
with the rest of the fees via check/money order.
 Only business/personal checks, cashier’s checks, and money orders will be accepted. Please do not
send cash through the mail.
 Make checks payable to “SCA, Inc—Southern Crusades.”
Step Five: Submission of Package
 Scan all items listed on the Merchant’s Package Checklist (4.2) and email them to
[email protected]. Mail a copy of the Merchant’s Payment Checklist (4.1)with a check or
money order to pay for all the fees and mail to:
Southern Crusades
c/o Dawn Perry-Hardin
13423 N. 31st Drive
Phoenix, AZ 85029

All payment must be postmarked no later than 10 Oct 2016 to be accepted. All merchants wanting
booth space afterwards will have to register at Troll and booth space will be assigned on a first-come,
first-served basis, assuming there are any spaces left.
Step Six: Notification
 You will be notified by email at the following milestones:
o When your merchant payment has been received by the Merchant Steward.
o When your lot assignment has been made.
Calendar Of Deadlines And Other Major Dates
10/10/2016 This is the last day to submit ads for Gate Book advertising.
This is the last day a package can be postmarked to submit a merchant
registration package.
10/24/2016 This is the last day a letter can be postmarked to cancel merchant booth
and site fee reservations for a full refund.
Advertising fees are non-refundable after this day.
11/01/2016
Lot assignments finalized and sent to Merchants
11/09/2016
Site opens at 1:00 PM for pre-registered merchant setup
11/10/2016
Site opens at 8:00 AM (All other merchants); 12:00 noon (General
admission)
11/14/2016
Site closes at 12:00 noon.
Useful Information
Society for Creative Anachronism: http://www.sca.org/
Southern Crusades: www.southerncrusades.org
Minors Medical Authorization and Temporary Guardianship:
http://www.atenveldt.org/Home/DocumentsandForms
AZ Road conditions: http://www.az511.gov/adot/files/
The city of Marana sales tax is 8.1%.
Merchant Agreement Form (1.1)
1. The Society for Creative Anachronism (“SCA”) will hold an event known as Southern Crusades
XVIII (“SCXVIII” or “the event”) from November 10 to November 13, 2016 at Western Heritage
Arena in Marana, AZ. The Merchant Steward for SCXVIII gives the undersigned Merchant the right
and privilege, as an independent operator (not an employee of the SCA, SCXVIII, or Marana, AZ), to
operate a sales booth at SCXVIII during the prescribed dates in the Merchants’ Row.
2. In signing the Agreement, the Merchant agrees to abide by the conditions set forth in this
Agreement and by all the directions of the Merchant Steward and his/her appointed deputies. The
Merchant Steward and his/her appointed deputies will monitor Merchants’ Row during the event,
notifying the Merchant of any infraction, and asking that the violation be corrected.
3. The Merchant acknowledges being an independent operator. The Merchant further acknowledges
that neither he/she nor any of his/her agents shall have any authority to contract for or incur any
liability of obligation on behalf of the SCA, SCXVIII, Marana, AZ, or any of their agents. The
Merchant will indemnify the SCA, SCXVIII, Marana, AZ, and any of their agents against any and all
claims that may be made against them due to the activities of the Merchant. The Merchant shall be
responsible for any costs, expenses, attorney’s fees, or judgments incurred by the SCA, SCXVIII,
Marana, AZ, and any of their agents due to the Merchant’s activities.
4. The Merchant agrees to comply with all the civil laws, rules, and regulations concerning any
activities or sales while at SCXVIII as well as the site rules which can be found on the Southern
Crusades website (www.southerncrusades.org)and published in the gatebook. If the Merchant
fails to comply with said rules or with any portion of this Agreement, the Merchant Steward may,
upon notification, take immediate steps which in his/her sole judgment may be necessary to
protect the interests of SCXVIII, including but not limited to, closing of the Merchant’s booth,
removal of the Merchant’s sales goods from the site, removal of the Merchant from the site, and
halting of the Merchant’s activities on the premises of Marana, AZ without any refund to the
Merchant.
5. Merchant set up will begin no earlier than 1:00 PM on Wednesday, November 9th, 2016 for
merchants who have pre-registered AND are camping in the designated Merchant Camping area
or off-site, or 8:00 AM on Thursday, November 10th, 2016 for those who have/are not. Merchants
must have all their property packed up and moved out by 12:00 noon on Monday, November 14th,
2016. Merchants will leave their areas in a clean and orderly condition, removing any and all
trash. Failure to do so may cause the Merchant to be barred from participating in the event in
future years. Merchants may begin to break down their camp after Final Court on Sunday or
earlier with permission from the Merchant Steward.
6. The Merchant takes full responsibility of maintenance of his/her sales area, keeping it clean, and
supplying the necessary materials for operation. In addition, for fire safety purposes, The
Merchant must have at least one (1) fire extinguisher placed outside of their tent at the right front
corner. The Merchant’s theme of decoration, sales items, sales area, and dress of themselves and
their party must be consistent with the acceptable historical time period for the SCA (prior to
1600 CE). The Merchant must add to “an environment that evokes the atmosphere of the Middle
Ages and the Renaissance.” Determination of violations of these requirements shall be at the sole
discretion of the Merchant Steward and his/her agents.
7. The Merchant Steward and his/her agents may inspect the Merchant’s sales area at any time. The
Merchant Steward reserves the right to demand the removal of any sales or decorative items
deemed unsuitable, in their opinion, for sale at SCXVIII. Use of, sale of, or display of any illegal
materials of any kind will result in the total cancellation of this Agreement, closure of the
Merchant’s sales area, and forfeiture of all fees paid by the Merchant to SCXVIII.
8. Everyone connected with the Merchant’s area will be considered to be a party to this Agreement
and will abide by the rules of this Agreement and of Marana, AZ. This includes all helpers,
assistants, family, and minors in the company of the undersigned.
9. All cancellations must be made in written form and sent directly to the Merchant Steward. For a
full refund, letters must be postmarked no later than 31 Oct 2015. After that date, refunds will be
made at the discretion of the Merchant Steward.
10. By signing this agreement, the Merchant agrees that the staff and personnel of the SCA, SCXVII,
Marana, AZ, and their agents are not responsible for injuries, loss or damage to person or
property. The Merchant agrees to abide by all decisions and requests of the Merchant Steward and
his/her agents in regard to personal display and conduct during the event.
The undersigned hereby acknowledges that all parties connect to the Merchant’s sales area have carefully
read and completely understand the Merchant’s agreement for SCXVII and agree to the provisions herein.
Print Legal Name:______________________________________Signature:____________________________________________
Date: ____________________ Doing Business As: __________________________________________________________________
Site Admission Form (2.1)
This form is to register each person attending Southern Crusades XVIII. Please fill out one form for each person old
enough to walk. Minors must be accompanied by an adult. If the adult is not their legal guardian, then the
accompanying adult must obtain the proper legal forms from their legal guardian, which can be found here:
http://www.atenveldt.org/Law/Forms.aspx . Full refunds on cancellations will be given if requested by
10/10/2016. Transfers will be allowed at any time with a written note from the original registrant. For any
questions concerning the site admission policies, please contact Mistress Aurora at [email protected]
Circle One:
Adult (18+) Youth (6-17) Child (0-5)
Legal name: _____________________________________________________________________________________________________________________
SCA name: _______________________________________________________________________________________________________________________
Mailing Address: ________________________________________________________________________________________________________________
Phone Number: ____________________________ Email Address: ___________________________________________________________________
On-site Contact:___________________________________________________________ Date of Birth:______________________________________
(Minors only)
(Minors only)
Off-site Emergency Contact: (Name and phone number) ___________________________________________________________________
Kingdom where you reside: _______________________________ Barony where you reside: _____________________________________
Group with whom you are camping: __________________________________________________________________________________________
(If you are a merchant and are camping in your booth, please write “BOOTH.”)
**IMPORTANT** If you are camping in your booth, you may only do so in the rear of the lot. The section of the
merchant stall facing Merchant’s Row must be occupied by your business.
How many nights will you be camping? 1 2 3 4 5
Fees






Adult Member Admission (Pre-registration)
(To qualify for the membership discount, please include a copy of your membership card.)
Adult Non-Member Admission (Pre-registration)
Adult Member Admission (General admission)
(To qualify for the membership discount, please include a copy of your membership card.)
Adult Non-Member Admission (General admission)
Youth 12 yrs. and over
Children under 12 yrs.
($30)
($35)
($35)
($40)
($15)
(Free)
Total Site Fees for this person: ___________________________
Merchant Registration Form (2.2)
This form is to register each business attending Southern Crusades XVIII. If more than one business will
be sharing one booth, please fill out one form for each business. One business must be listed as the
primary.
Business name: _____________________________________________________________________________________________________
Legal name: _________________________________________________________________________________________________________
SCA name: ___________________________________________________________________________________________________________
Mailing Address: ____________________________________________________________________________________________________
Phone Number: ____________________________ Email Address: ____________________________________________________
(Your email address will only be used to contact you concerning the status of your registration package
and to send out reminders for next year’s event.)
Off-site Emergency Contact: (Name and phone number)_______________________________________________________
Group with whom you are camping: _____________________________________________________________________________
(If you are camping in your booth, please write “BOOTH.”)
**IMPORTANT** If you are camping in your booth, you may only do so in the rear of the lot. The section of
the merchant stall facing Merchant’s Row must be occupied by your business.
How many vehicles will you be bringing? 1 2 3 4
IMPORTANT CHANGE! There will be a merchant parking area..
Are you the primary business?
Yes No
If no, with whom are you sharing? _______________________________________________________________________________
**IMPORTANT** If the Primary Business has not paid the Lot Fee by the time you arrive, YOU are
responsible for paying it before you will be allowed on-site.
Brief description of your wares (12-15 words): ________________________________________________________________
_______________________________________________________________________________________________________________________
Fees
General Merchants - Each lot is 20 feet wide (street frontage) by 30 feet deep. You may purchase as many
lots as you need to fit your booth. Please remember to account for space for stakes and ropes. If sharing,
the primary business is responsible for the lot fee.
Please circle one. If you are sharing a lot, circle No Lot.
No lot (sharing)
1 lot = $20 2 lots = $35 3 lots = $50 4 lots = $65 Electricity = $35
Very few lots have access to electricity. If you need electricity due to the nature of your business or for
health reasons, please let us know. However, due to the limited amount of electrified spaces, we may not
be able to provide electricity for you. As always, first come, first served. Also, let us know any other
special needs, such as favorite spot, merchants you would like to camp near/as far away from as possible,
parking, etc. We cannot guarantee that we will be able to fulfill them, but we will do our best.
_________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________
Food Merchants – Space will be allocated to each Food Merchant according to their needs. Food Merchant
spaces will have electricity included. Food Merchant fee includes 2 site fees. Site Admission Form (2.1)
for each person attending must be completed, Non-Member surcharge is not included..
How Much Space Do You Need
Food Merchant Fee = $90
Total Booth Fees: ___________________________
Alternate Payment for Stall Slot Form (2.3)
In lieu of cash, merchants may pay for up to 2 stall slots by donating items to the Volunteer Raffle(Not
available for Food Merchants). Items must be valued at a minimum of $20 per slot. If the items donated
are worth more than $20, the excess can be credited as a charitable donation to the SCA. You may request
a receipt for the charitable donation for tax purposes. Please contact the War Exchequer at
[email protected].
Please fill out both halves of the form. One half will be kept by the Troll for their records. The other will
be given to you as a receipt by a member of the Merchant Staff when we pick up the donated items. Please
have the items readily available, as e will start collecting donations on Thursday. Failure to produce the
donation items will result in immediate expulsion from site until the slot fee has been paid.
If multiple businesses are sharing a booth, the primary merchant of record will be responsible for
providing the items.
*********************************************************************************************************
Legal name (of merchant): ______________________________________________________________________________________
SCA name: _________________________________________________________________________________________________
Business name: ______________________________________________________________________________________________
Item(s) for donation and value: _________________________________________________________________________
*********************************************************************************************************
Legal name (of merchant): ______________________________________________________________________________________
SCA name: _________________________________________________________________________________________________
Business name: ______________________________________________________________________________________________
Item(s) for donation and value: _________________________________________________________________________
Item received by: __________________________________________________________________________________________
*********************************************************************************************************
(For Merchant Autocrat use only) Booth number: ________________________
Gate Book Advertising Form (3.1)
Gate Book Advertising Policy
The SCA and SCXVIII reserve the right to reject or edit any advertising they deem unacceptable.
Advertising must conform to SCA corporate guidelines. Advertising will be refused if it is offensive,
ambiguous or deceptive, inaccurate or untruthful, or if it makes the product or service unclear or open to
misrepresentation. Advertising will be refused if it advertises illegal actions or organizations or maligns
identifiable persons, races, religions, or professions.
All advertising rates for the SCXVIII Gate Book are non-commissionable, net rates. No cash discounts.
Requests for refunds must be made in writing to the Merchant Steward and postmarked NLT
10/10/2016. Advertising may only be purchased by registered merchants of SCXVIII. Merchants
purchasing ad space will receive, at no further charge, corresponding ad space on the Southern Crusades
web page. Advertising space is contingent on your acceptance as a registered merchant of SCXVIII. Once
accepted, artwork for advertising can be emailed directly to the Merchant Stewards. All emailed ads must
be submitted in .jpg, .png, or .eps format. We highly recommend that you email your ad artwork when
you mail in your packet. Ads must be received by 10/10/16.
Business name: ______________________________________________________________________________________________________
Legal name: __________________________________________________________________________________________________________
SCA name: ____________________________________________________________________________________________________________
Mailing Address: _____________________________________________________________________________________________________
Phone Number: ____________________________ Email Address: ________________________________________________________
(Please note that your email address will only be used to contact you concerning the status of your
advertising.)
Ad space is purchased in ¼ page increments as follows:
Ad Size
¼ page (5 ½” wide by 1 ¾” high)
½ page (5 ½” wide by 3 ½” high)
¾ page (5 ½” wide by 5 ¼” high)
Full page (5 ½” wide by 7 ½” high)
Price
$5.00
$10.00
$15.00
$20.00
Fees
A. How many quarter pages of ad space are you purchasing? 0 1 2 3 4
Total Size of Ad: ____________________________
Totals Fees for Advertising = A x $5.00 = $__________________
Total Ad Fees: __________________________
Merchant Payment Checklist (4.1)
Legal Name: _____________________________________________________________________________________________
SCA Name: ______________________________________________________________________________________________
Doing Business As: ________________________________________________________________________________________
Fees
Site Fees
Site fees per person (see bottom of Form 2.1) = $____________________
Site fees per person (see bottom of Form 2.1) = $____________________
Site fees per person (see bottom of Form 2.1) = $____________________
Site fees per person (see bottom of Form 2.1) = $____________________
Site fees per person (see bottom of Form 2.1) = $____________________
Site fees per person (see bottom of Form 2.1) = $____________________
Site fees per person (see bottom of Form 2.1) = $____________________
Site fees per person (see bottom of Form 2.1) = $____________________
Site fees per person (see bottom of Form 2.1) = $____________________
Site fees per person (see bottom of Form 2.1) = $____________________
Family admission is capped at $90, if you pre-reg via this packet. The first two ADULT MEMBERS and all
children/youth count toward the family cap. Non-member admissions also count toward the family cap,
but the Society Non-Member surcharge of $5 will be added for each non-member.
Total site fees
= $____________________
Merchant Space Fees = $____________________
Advertising Fees
= $____________________
Grand Total
= $____________________
Print This Sheet:
And mail a check or money order to pay for all the fees
Payable to: “SCA, Inc.-Southern Crusades”
To:
Southern Crusades
c/o Dawn Perry-Hardin
13423 N. 31st Drive
Phoenix, AZ 85029
Merchant Package Checklist 4.2
Send by email to [email protected]
Form 1.1 – Merchant’s Agreement Form (one per business)
Form 2.1 – Site Admission Form (one per person)
Minors Medical Authorization and Temporary Guardianship forms (if required)
Copy of membership card (one per person, if paying the Member site fee)
Form 2.2 – Merchant Registration Form (one per business)
Form 2.3 – Alternate Payment for Stall Slot Form (if applicable)
A copy of Arizona business license (one per business)
Form 3.1 – Advertising Purchase Form (if purchasing ad space)
Scannable hardcopy of ad, if you aren’t emailing a electronic copy
Mail to
Southern Crusades
c/o Dawn Perry-Hardin
13423 N. 31st Drive
Phoenix AZ 85029
Form 4.1 – Payment Checklist
Payment --(check, cashier’s check, or money order) made out to “SCA, Inc.-Barony of Tir Ysgithr”